The Capacity Bar is a visual tool that gives you a quick and clear view of your workload compared to your available work hours. It helps you manage time more effectively, avoid overallocation, and stay on top of your tasks.
It shows how much is booked based on the estimated time of your tasks and your set work hours. This is displayed as a bar at the bottom of the work board and updates automatically based on your filters, task data, and date range.
Click play for a quick video guide! ✨
How to Enable and Use the Capacity Bar
To start using the Capacity Bar:
1. Enable the Capacity feature
Go to Settings > Features
Toggle ON the Capacity setting
Under Configuration, turn ON the Show Work List Capacity
2. Set Your Daily Capacity
Go to Settings > Capacity
Assign yourself daily working hours (e.g., 7.5 hours)
3. Ensure Tasks Have Required Fields
For the Capacity Bar to calculate correctly, tasks should have:
A start date
A due date
An estimated time
4. View in Work List
Open the Work List view
Change the Date Range Target to Work Due
Set a Date Range that includes today
Click on the "My Items" filter
Once these conditions are met:
A new button appears on the top right corner of the header
The Capacity Bar will display at the bottom of your screen
How to Read the Capacity Bar
The Capacity Bar changes appearance depending on how your task load compares to your capacity:
1. Within Capacity
You have more capacity than the total estimated time for your tasks
The toggle button will be grey
The Capacity Bar is blue with a green estimated time indicator
Items due today is clickable, and when you click on it, it will open the items on your work board.
2. Over Capacity
Your task estimates exceed your available hours
The toggle button will have a caution sign and will be red
The Capacity Bar is dark purple with a red estimated time indicator
Overdue items and items due today are also clickable, and when you click on these, it will open the items on your work board.
3. Completed
No tasks exist in the current date range
The toggle button will have a check mark and will be green
The Capacity Bar is solid green
The Capacity Bar dynamically updates when you:
Change the Date Range
Update a task's estimated time, start, or due date
This ensures you always see the most current load against your capacity.
View Another User's Capacity
You can view another user's capacity if you're an admin user only.
To do this, follow the same steps above but deselect the My Items filter and select another user under Assigned User, and then click on the Capacity toggle button.
When the Capacity Bar Is Disabled
The Capacity Bar only appears when specific conditions above are met.
If any filter differs from the steps above is selected, the Capacity Bar toggle becomes inactive.
If the Capacity Bar is open and you change or add a filter (that no longer matches the above conditions), the bar will close automatically.
Capacity Count vs. Items Count: Why Numbers Might Not Match
As shown in the screenshot below, sometimes you'll see a mismatch between the item count (top of the screen) and the capacity-calculated items (bottom bar when you click over capacity). This can be confusing at first glance.
Why this happens
Tasks and XBerts that do not have an estimated time are not included in the Capacity Bar's calculations. However, they do still appear on your Work List and in the Team Overview.
This means your visible task count might show many more items than those considered in your actual capacity load.
Why exclude them?
If a task or XBert has no estimated time, the system assumes it takes zero seconds to complete. The algorithm will still assign that task to the start date, even if it’s due much later. That creates a false spike in your workload on days when you didn’t expect it, potentially making the Capacity Bar look inaccurate if these tasks were included.
To avoid this, only tasks with estimated durations are used to calculate capacity load. This keeps your Capacity Bar more accurate. But it does mean that you’ll occasionally see different item counts across different views.